Cataloging Books and Book Collections
When cataloging books, the information you capture should be guided by why the book is part of your collection and whether the primary focus is its content, appearance, or both.
Watch our webinar, “Cataloging Books: Art or Archive?” here.
Determine How to Catalog the Book
Consider the following questions:
- What is the book's relationship to your collection and institutional goals?
- Is it a reference book, archival material, part of the museum collection?
- Is the content of the book important?
- Is the physical appearance, binding, materials, or construction important?
- Are both the content and appearance important?
Books
Use the Book classification when the item is being cataloged primarily as a book.
This is appropriate for reference books and books where the content is the primary focus. Book details can capture information such as:
- Title
- Author
- Editor
- Publisher
- Publication information
- Number of pages
- ISBN
- LCCN
- Call number
- Publication subject
Use the Collection Profile to identify the book as part of a reference collection or other appropriate collection.
The Location field can be used to record where the book is stored. Notes can also be useful when a book is frequently used in a different location than where it is normally stored.
Archives
Use the Archive classification when the book is primarily important because of its relationship to a person, family, organization, or historical story, or if it was acquired as part of an archival collection. These would typically include items that were never published for the public to see or use.
For example, a scrapbook may contain photographs, ephemera, and handwritten notes that provide information about its creator and the time period in which it was created.
Archive records can capture information such as:
- Scope and content
- Creator
- Date of creation
- Primary language
- Size
- Specific items or subjects contained within the archive
Publications
Use the Publication classification for materials that were created for publication but are not specifically books.
For example, magazines can be cataloged as publications with a Publication Type such as Magazine or Employee Magazine.
A useful rule of thumb is:
- Intended for publication or public consumption: Publication
- Created for personal or internal use: Archive
When Appearance Is Key
For artist’s books, sculptural book works, and other book-like objects, consider whether the physical appearance is the primary focus. Catalog the book as Art or Book depending on what you want to emphasize.
Capture information about:
- Artist or creator
- Materials
- Techniques
- Binding
- Design
- Dimensions
- Accessories
- Descriptive information about the physical object
For example, the binding designer and design details on decorated publishers' bindings are particularly important, and despite the focus being on the appearance of the cover design, the Book Classification captures relevant fields that cataloging it as Art would miss. Related scholarship or sources about the binding can also be included in the record.
When Both Content and Appearance Matter
Some books are important both for what they contain and how they are made.
Artist’s books, fine bindings, and manuscripts may require documentation of both:
- The content and story of the book
- Materials and construction
- Binding style
- Artistic elements
- Relevant transcriptions
- Photographs showing the book and its details
Photographs can be especially useful for documenting materials, construction, and specific artistic elements.
Use Relationships to Connect Books
A book can be connected to other records in the collection through related entries, people, places, collections, and publications. You can form these connections using Profiles and / or the Relationships expansion panel.
For example, a family Bible may be cataloged as a book when its binding is particularly significant, while related entries can connect it to the family's archival collection.
The Inscriptions, Signatures, and Marks expansion panel can be used to document handwritten notes and inscriptions found inside books.
Additional Identifiers
Use Other Names and Numbers when you need to record an identifier that does not have an appropriate dedicated field.
For example, a Library of Congress call number can be entered with a type identifying it as a Library of Congress call number. This information is searchable within CatalogIt.
Cataloging Reference Books
Reference books should still be cataloged even when they are not part of the museum's permanent, accessioned collection.
Cataloging reference materials allows you to:
- Track what is in the reference library
- Search by title, author, or subject
- Record the book's location
- Identify books that are frequently used
Reference books that are widely available can generally be treated differently from unique collection objects when considering use, repair, and conservation. Reference materials are intended to be used and will naturally experience more wear.
Book Handling and Storage
Books should be handled carefully to help preserve their bindings and pages.
Handling Books
- Use clean, dry, bare hands when handling books.
- Avoid gloves, which can make it more difficult to maintain a secure grip.
- Work on a clean, stable surface.
- Support books with a book cradle or pillow when needed.
- Rolled muslin can also be used as a simple support.
Removing Books from Shelves
Do not pull a book from the shelf by its headcap or headband.
Instead:
- Push the books on either side slightly inward.
- Grip the book at the spine.
- Pull the book straight out.
The joints, text block attachment, headbands, and headcaps can be vulnerable areas, particularly on casebound books.
Environmental Conditions
Books generally fare best around:
- 70°F
- 40–55% relative humidity
Consistency is more important than maintaining an exact temperature or humidity level. Avoid dramatic fluctuations and extremes whenever possible.
Storage
Recommended storage options include archival, acid-free materials such as:
- Clamshell boxes
- Four-flap enclosures
- Flat files or flat storage
Avoid fully enclosed plastic or Mylar sleeves, particularly for leatherbound books, because they can trap moisture and create microclimates.
Books on Exhibit
Books displayed open should be properly supported with a cradle or pillow so that the spine is supported.
Soft weights or clear plastic straps can be used to keep pages open. Polyethylene is preferred over Mylar for plastic straps because it is softer and less likely to damage pages.
For vertically displayed open books, support the tail edge of the text block so gravity does not pull the text block out of the case.
Closed books can generally be displayed laid flat or vertically without issue, however, particularly heavy books or books with large squares may require additional support under the text block if stood up.
